How to Use Word to Make Your Text More Readable

Whether you’re writing an email, a blog, or a message to customers, you want to make sure that the text is not just grammatically correct, but also readable. Below, we’ll explain how you can use a built-in Microsoft Word feature to make text more readable.

What

Microsoft Word offers readability statistics for its users. With it, you can see what you score for the following metrics:

Sentences per paragraph

Words per sentence

Characters per word

Flesch Reading Ease

Flesch-Kincaid Grade Level

% passive sentences

Together, these metrics can give you insight into how readable your text is.

Why

While you don’t want to dumb down your content too much, marketers and sales representatives are usually encouraged to aim for relatively low scores in the metrics above. Basically, you want to make sure your content is accessible for all users, even those who don’t have the broadest of vocabularies.

By checking these metrics and making the necessary adjustments, you can make your text more down-to-earth and approachable. Your message will be easier to understand for all readers.

How

Although there are websites that also provide this feature, there’s no need to sign up for them if you already have Microsoft Word. Just open an existing file or copy and paste your content in a new one.

Then, go to the Review tab up top, and click Spelling & Grammar.

If the readability statistics don’t show, then click File, then Options, then Proofing, and check “Show readability statistics.” You’ll now have access to these metrics whenever you type something in Word.

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